Employee Separation Checklist for Voluntary Separations ...

1 Employee Separation Checklist for Voluntary Separations and retirement Step Activity Description Go here for help Checklist 1. Notify your Ensure that all time entries have been accurately entered/verified by: HHS Resignation Policy manager of o logging to CAPPS, HHS Resignation Guidance intention to o navigating to the Employee Self-Service link, HHS retirement Policy separate or o selecting the My Time and Leave drop-down menu; and HHS retirement Guidance retire, o clicking the Employee TimeSheet link. Separations and Retirements retirement date, Provide a resignation letter to your manager. User Guide and decision If you provide a verbal notice, your manager will need a written My Time and Leave User Guide for leave confirmation of your resignation.

2 Service Center balances Submit a Separation request to your manager, up to 30 days in advance of CAPPS. the date of Separation , by selecting the Employee Separation link. The Notify Manager of Intent to Separate Employment page is displayed. Enter the Separation reason, how to handle leave balances, and the last day you will be physically at work. From the Separation Reason drop-down menu: o To initiate a direct transfer to another state agency, select Dir Transfer to State Agency. A new field called Agency Transferred To will appear. Enter the name of the new agency you are transferring to. o To initiate a retirement Separation , select retirement . o To initiate a Voluntary Separation , select Voluntary Separation .

3 Select how you would like your leave balances handled from the Option for Handling Leave Balance drop-down menu. o You may run out leave balances according to HHS Policy (vacation/FLSA overtime). o You may receive a lump sum payment for your leave balance (vacation/FLSA overtime). o You may run out a portion of your leave balance and receive a lump sum payment for the remaining amount (vacation/FLSA. overtime). You may donate unused sick leave to the sick leave pool by completing form HR0508, Sick Leave Pool Contribution. Note: You will not be able to reclaim the sick leave hours if you return to work at a state agency. If you are retiring, the sick leave hours used for retirement purposes may not be donated to the sick leave pool.

4 You must be off the payroll for 30 calendar days before the vacation lump sum pay is processed.. You have the option to roll this lump sum payment into a tax deferred 401(k) or 457 Texa$aver account using the Request for Deferral of Lump Sum Payment form. Sign and fax this form to the Service Center at 1-866-244-7029. The form is available in the Centralized Accounting and Payroll/Personnel System (CAPPS). For assistance, contact the Service Center at: 1-888-TX-HHS-HR (1-888-894-4747) Page 1 of 4. Version 13 (2/5/2018). Employee Separation Checklist for Voluntary Separations and retirement Step Activity Description Go here for help Checklist Review the Payroll Calendar and Payroll Guidelines with your manager to ensure payroll impacting entries are entered by the payroll deadline.

5 If you are retiring and intend to return to work, you must wait 90 calendar days before returning to work in order to receive your annuity. If retiring, contact ERS if you have not already done so. The form is available on the ERS website ( ). After agency certification, the form will be faxed to ERS. Confirm with your manager that a copy of your resignation letter is being sent to HHS HR Records Unit, Mail Code: 1524, 4900 N. Lamar, Austin, TX 78751. 2. Update benefits If you have a Health Care Reimbursement Account (HCRA), you will need HHS Resignation Policy information. to complete ERS Form , TexFlex Enrollment/Change Form, and HHS Resignation Guidance sign and fax to the Service Center at 1-866-245-3659.

6 The form is HHS retirement Policy available in CAPPS. HHS retirement Guidance If you have a 401K or 457 account and/or loan, contact Great-West at 1- Separations and Retirements 800-634-5091 for assistance. User Guide If you are not retiring and wish to withdraw your retirement contributions, Service Center contact ERS at 1-877-275-4377. CAPPS. If you were a return-to-work retiree, you must complete the section of the Benefits Election Form for Return-to-Work Retirees marked Complete this section only upon termination of return to work retiree. The Employee th should fax the form to the Service Center at by the 15. calendar day of the month you are retiring. The form is available in CAPPS.

7 3. Update your Validate your leave balances by navigating to the View Leave HHS Resignation Policy time and leave Balance/Expirations page: HHS Resignation Guidance balances up to o Click the Employee Self-Service link in the CAPPS left navigation HHS retirement Policy your menu. HHS retirement Guidance Separation / o Select the My Time & Leave drop-down menu. Separations and Retirements retirement date o Click the View Leave Balance/Expirations link. User Guide If you will be running out any leave balances, navigate to the Employee My Time and Leave User Guide Timesheet page to record your time up to your Separation date: Service Center o Click the Employee Self-Service link in the CAPPS left CAPPS.

8 Navigation menu. o Select the My Time & Leave drop-down menu. o Click the Employee TimeSheet link. 4. Validate time Verify with your manager that all leave request(s) have been entered into Separations and Retirements entered with CAPPS and approved by your manager. User Guide your manager My Time and Leave User Guide and have Service Center manager CAPPS. For assistance, contact the Service Center at: 1-888-TX-HHS-HR (1-888-894-4747) Page 2 of 4. Version 13 (2/5/2018). Employee Separation Checklist for Voluntary Separations and retirement Step Activity Description Go here for help Checklist approve leave requested 5. Update your Log into CAPPS to ensure that your mailing address is correct in the My Profile User Guide mailing address system so the final warrant and W-2 can be mailed to the correct address.

9 My Pay User Guide and decide on o Navigate to the Employee Self-Service link. To verify mailing Service Center consent for address, select the My Profile drop-down menu. Use the View My CAPPS. electronic W- Personal Information link. 2/W-2c Forms Decide on option to receive the W2 electronically (if you haven't already chosen this option): o Navigate to the Employee Self-Service link. To elect to receive W2s electronically, select the My Pay drop-down menu. Use the W-2/W-2c Consent link. Note: After you separate, you will be able to login to CAPPS for an additional 24 months using your Employee ID and Password to: o view the personal information summary;. o change mailing address.

10 O change e-mail addresses and phone numbers;. o view earnings statements;. o change online W2 choice;. o request the reissue of your W2 (if you chose the online W2);. o view your W2 (if you chose the online W2); and o download and print your W2 (if you chose the online W2). 6. Update your Access ERS and update your Home/Mailing address, if necessary. ERS Website information in ERS. 7. Return any Return all state property to your manager, including any state credit cards. HHS Departure Arrangement state property Guidance to your Separations and Retirements manager User Guide Track Agency Property User Guide Service Center CAPPS. 8. Confirm your Verify the effective date of Separation with your manager.